RECORDS MANAGEMENT LAWS

Save this PDF as:
 WORD  PNG  TXT  JPG

Size: px
Start display at page:

Download "RECORDS MANAGEMENT LAWS"

Transcription

1 Washington Cities Insurance Authority ESB 5964 Part Three: Records Retention Presented by, Michael F. Connelly Attorney at Law PS RECORDS MANAGEMENT LAWS Statutes: Chapter RCW Essential Records Chapter RCW Preservation and Destruction of Public Records Chapter RCW Penal Provisions RCW Failure of Duty by Public Officer a Misdemeanor RCW (2) Officer Defined Chapter RCW Public Records Act Regulations: Chapter WAC Public Records Act Model Rules Chapter WAC Powers and Duties of the State Archivist Chapter WAC Local Records Disposition Authorization Chapter WAC Methods of Records Disposal Chapter WAC Standards for the Accuracy, Durability and Permanence of Public Records Chapter WAC Preservation of Electronic Public Records Chapter WAC Imaging Systems, Standards for Accuracy and Durability 2 1

2 WAC : Records disposal Generally. When the state or local records committee has authorized the destruction of public records in accord with chapter RCW, it shall be the responsibility of the agency having requested or received such authorization to cause such records to be disposed of promptly and effectively, after the approved retention period. WAC : Disposal of confidential records. It is the agency's responsibility to insure that records exempt from disclosure per chapter RCW, or which are otherwise considered confidential, are protected from unauthorized access during any disposal process. The primary purpose of such disposal shall be that of reducing the records to an illegible condition. 3 WAC : Retention scheduling and disposition of electronic public records. Electronic records are bound by the same provisions as paper documents as set forth in chapter RCW. Electronic records must be retained pursuant to the retention schedules adopted by the records committees. Destruction of, or changes to the retention period of, any public record, regardless of format, requires legal approval from the state or local records committee pursuant to chapters RCW, WACand other applicable state laws.public records that are designated "archival" by the state archivist must be maintained pursuant to the provisions of this chapter until such time as they are transferred to the state archives. 4 2

3 WAC : Agency duties and responsibilities. Electronic records must be retained in electronic format and remain usable, searchable, retrievable and authentic for the length of the designated retention period. Printing and retaining a hard copy is not a substitute for the electronic version unless approved by the applicable records committee. An agency is responsible for a security backup of active records. A security backup must be compatible with the current system configuration in use by the agency. 5 WAC : Web site management. All state and local government agencies must retain all web content in accordance with the approved retention schedules. Pursuant to a transmittal agreement, the digital archives will use a software program commonly known as a spider to copy state and local government web sites that are determined to have archival value either annually or more frequently. All state and local government agencies shall use the following best management practices in the maintenance of their web sites: (1) Each page shall contain identifying information as outlined in the transmittal agreement; (2) If an agency web site is determined to have archival value and cannot be copied using a spider software program, the agency must copy and preserve all code for the web site. 6 3

4 WAC : E mail management. E mails created and received by any agency of the state of Washington in the transaction of public business are public records for the purposes of chapter RCW and are subject to all of the laws and regulations governing the retention, disclosure, destruction and archiving of public records. The e mails of all elected government officials and public employees are subject to the records retention periods and disposition promulgated by the records committees, and any and all e mails with archival value must be retained. Agencies may be relieved of the obligation to permanently retain archival e mail by transmitting e mail and all associated metadata to the digital archives pursuant to a transmittal agreement as provided for in WAC This section does not apply to state legislators or members of the state judiciary. 7 E MAIL RETENTION OPTIONS Individual employee discretion dangerous. Saving all e mails to one server cumbersome. Identifying and using specific folders based upon retention schedules requires training, clarity. Written e mail policy essential. See WAC (e mail management) 8 4

5 E MAIL MANAGEMENT Consistency required in: Naming e mail (should tie in with naming files). Avoiding string s on unrelated subjects. Intermixing personal and public e mails. Limiting use of e mail, especially for confidential or privileged matters. Eliminating meaningless responses, Thanks Great Got it. 9 E MAIL DESTRUCTION Structured destruction: Pursuant to retention schedules. Should be scheduled. Should be memorialized by a writing. Should include supervision and training. 10 5

6 RECORDS MANAGEMENT RESOURCES Records Retention Schedules for Cities and Towns Secretary of State Website contains all local government records retention schedules. Local Government Common Records Retention Schedule (CORE) Covers management of the agency and its assets, finances, human resources, and information resources Attorney General Open Government Ombudsman (Nancy Krier) Developed AG Model Rules Advises agencies re Public Records and OPMA issues

Chapter 434-662 WAC PRESERVATION OF ELECTRONIC PUBLIC RECORDS

Chapter 434-662 WAC PRESERVATION OF ELECTRONIC PUBLIC RECORDS Chapter 434-662 WAC PRESERVATION OF ELECTRONIC PUBLIC RECORDS WAC 434-662-010 Purpose. Pursuant to the provisions of chapters 40.14 and 42.56 RCW, and RCW 43.105.250, the rules contained in this chapter

More information

FARMINGTON PUBLIC SCHOOLS 2410

FARMINGTON PUBLIC SCHOOLS 2410 FARMINGTON PUBLIC SCHOOLS 2410 Administration Retention of Electronic Records and Information I. POLICY The Board of Education (the Board ) complies with all state and federal regulations regarding the

More information

Office of the Chief Information Officer

Office of the Chief Information Officer Office of the Chief Information Officer Online File Storage BACKGROUND Online file storage services offer powerful and convenient methods to share files among collaborators, various computers, and mobile

More information

RECORD AND INFORMATION MANAGEMENT FRAMEWORK FOR ONTARIO SCHOOL BOARDS/AUTHORITIES

RECORD AND INFORMATION MANAGEMENT FRAMEWORK FOR ONTARIO SCHOOL BOARDS/AUTHORITIES PURPOSE Records and information are important strategic assets of an organization and, like other organizational assets (people, capital and technology), must be managed to maximize their value. Information

More information

Administrative Policies and Procedures

Administrative Policies and Procedures Administrative Policies and Procedures Deb Bartlett dbartl@wsu.edu Joy Faerber faerber@wsu.edu Office of Procedures, Records, and Forms Training Objectives: Manuals History of operations manuals at WSU.

More information

State of Michigan Records Management Services. Frequently Asked Questions About E mail Retention

State of Michigan Records Management Services. Frequently Asked Questions About E mail Retention State of Michigan Records Management Services Frequently Asked Questions About E mail Retention It is essential that government agencies manage their electronic mail (e mail) appropriately. Like all other

More information

RECORDS COMMISSION[671]

RECORDS COMMISSION[671] IAC 7/2/08 Records Commission[671] Analysis, p.1 RECORDS COMMISSION[671] CHAPTER 1 ORGANIZATION AND RESPONSIBILITIES 1.1(17A,305) Description of organization 1.2(305) Definitions 1.3(17A,305) Responsibilities

More information

E-MAIL RETENTION BEST PRACTICE. Issue Date: April 20, 2011. Intent and Purpose:

E-MAIL RETENTION BEST PRACTICE. Issue Date: April 20, 2011. Intent and Purpose: E-MAIL RETENTION BEST PRACTICE Issue Date: April 20, 2011 Intent and Purpose: The intent of this best practice is for county officials to have an educational mechanism to explain requirements for maintaining

More information

RECORDS RETENTION BUILDING AND MAINTAINING A CLEAN CLOSET

RECORDS RETENTION BUILDING AND MAINTAINING A CLEAN CLOSET RECORDS RETENTION BUILDING AND MAINTAINING A CLEAN CLOSET Tyna Ek Matthew A. Miller Soha & Lang, P.S. 1325 Fourth Ave., Suite 2000 Seattle, WA 98101 (206) 624-1800 Legal Disclaimer The opinions expressed

More information

4.10 Information Management Policy

4.10 Information Management Policy Policy Statement Information is a strategic business resource that the must manage as a public trust on behalf of Nova Scotians. Effective information management makes program and service delivery more

More information

Arizona State Library, Archives and Public Records

Arizona State Library, Archives and Public Records Arizona State Library, Archives and Public Records RECORDS MANAGEMENT DIVISION 1919 West Jefferson Phoenix, Arizona 85009 (602) 542-3741 Managing Public Records Sent and Received Via Electronic Mail These

More information

TOWN OF COTTESLOE POLICY EMAIL MANAGEMENT

TOWN OF COTTESLOE POLICY EMAIL MANAGEMENT EMAIL MANAGEMENT POLICY STATEMENT Town of Cottesloe email accounts are intended for business transactions in support of the Town s strategic goals and objectives. Accordingly any email transmission residing

More information

WHEREAS, the City of Shavano Park wishes to clarify the procedures for the organization, maintenance, disposition and destruction of City Records;

WHEREAS, the City of Shavano Park wishes to clarify the procedures for the organization, maintenance, disposition and destruction of City Records; RESOLUTION R-2015-024 A RESOLUTION ESTABLISHING POLICY FOR THE ORGANIZATION, MAINTENANCE, DISPOSITION AND DESTRUCTION OF CITY OF SHAVANO PARK RECORDS; AS CONSISTENT WITH THE REQUIREMENTS OF THE TEXAS LOCAL

More information

PSAB Supplement 21 Records Retention and Disposition

PSAB Supplement 21 Records Retention and Disposition PSAB Supplement 21 Records Retention and Disposition KEY WORDS INDEX... I TABLE OF AUTHORITIES... II PSAB Supplement 21 Records, Retention and Disposition MANUAL OF PROCEDURES PSAB SUPPLEMENT 21 RECORDS,

More information

EFFECTIVE DATE: JULY 1, 2010

EFFECTIVE DATE: JULY 1, 2010 Town of Florence POLICY TITLE: EMAIL RETENTION POLICY RESPONSIBLE DEPARTMENT: Town Clerk Office APPROVAL: EFFECTIVE DATE: JULY 1, 2010 AP / RESOLUTION NO.: 2010-02 REFERENCES: TOWN MANAGER SIGNATURE: TOWN

More information

UNIVERSITY OF MASSACHUSETTS RECORD MANAGEMENT, RETENTION AND DISPOSITION POLICY

UNIVERSITY OF MASSACHUSETTS RECORD MANAGEMENT, RETENTION AND DISPOSITION POLICY DOC. T99-061 Passed by the BoT 8/4/99 UNIVERSITY OF MASSACHUSETTS RECORD MANAGEMENT, RETENTION AND DISPOSITION POLICY The President of the University shall adopt guidelines to require that each campus

More information

EMCAP Pilot User Guide For Microsoft Outlook 2003

EMCAP Pilot User Guide For Microsoft Outlook 2003 EMCAP Pilot User Guide For Microsoft Outlook 2003 North Carolina Department of Cultural Resources Government Records Branch E mail Collection and Preservation Tool Grant May 2008 Part 1: Set up Contents

More information

Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009

Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009 RECORDS AND INFORMATION Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009 PURPOSE Penn West recognizes that responsible

More information

Basic Records Management Practices for Saskatchewan Government*

Basic Records Management Practices for Saskatchewan Government* Provincial Saskatchewan Archives R of Saskatchewan Basic Records Management Practices for Saskatchewan Government* Provincial Archives of Saskatchewan (306) 787-0734 recordhelp@archives.gov.sk.ca www.saskarchives.com

More information

Electronic Records Management Strategy

Electronic Records Management Strategy Overview The arrival of the Information Age means that much of our history is now recorded in electronic format, including your agency s activities. Because of that, you need to develop a strategy for

More information

New York State Electronic Signatures and Records Act

New York State Electronic Signatures and Records Act PIANY Doc. No. 31174 New York State Electronic Signatures and Records Act The information contained within this Resource kit was made available by the New York State Department of State Division of Administrative

More information

Corporate Records Management Policy

Corporate Records Management Policy Corporate Records Management Policy Introduction Part 1 Records Management Policy Statement. February 2011 Part 2 Records Management Strategy. February 2011 Norfolk County Council Information Management

More information

Washington State Archives Electronic Records Management: Improving Your Outlook

Washington State Archives Electronic Records Management: Improving Your Outlook Washington State Archives Electronic Records Management: Improving Your Outlook Presented by: Leslie Koziara, CRM, ERMP Electronic Records Management Consultant leslie.koziara@sos.wa.gov 360-586-4893 Overview

More information

Records Management Self-Evaluation and Compliance Guide (07/2015)

Records Management Self-Evaluation and Compliance Guide (07/2015) Records Management Self-Evaluation and Compliance Guide (07/2015) The Connecticut State Library, Office of the Public Records Administrator, developed this selfevaluation guide for state agencies to use

More information

Board of County Commissioners Leon County, Florida

Board of County Commissioners Leon County, Florida 10.03 Board of County Commissioners Leon County, Florida Title: Public Records Law, E-mail, Social Media/Networking, and Archiving Date Adopted: April 12, 2011 Effective Date: April 12, 2011 Reference:

More information

Rackspace Archiving Compliance Overview

Rackspace Archiving Compliance Overview Rackspace Archiving Compliance Overview Freedom Information Act Sunshine Laws The federal government and nearly all state governments have established Open Records laws. The purpose of these laws is to

More information

Practical tips for managing e mail

Practical tips for managing e mail E MAIL MANAGEMENT E mail messages both sent and received that provide evidence of a government transaction are considered public records. Agencies and locality Records Officers must ensure that e mail

More information

E-mail Management: A Guide For Harvard Administrators

E-mail Management: A Guide For Harvard Administrators E-mail Management: A Guide For Harvard Administrators E-mail is information transmitted or exchanged between a sender and a recipient by way of a system of connected computers. Although e-mail is considered

More information

Question Presented. Staff Recommendation

Question Presented. Staff Recommendation State of Washington PUBLIC DISCLOSURE COMMISSION 711 Capitol Way Rm. 206, PO Box 40908 Olympia, Washington 98504-0908 (360) 753-1111 FAX (360) 753-1112 Toll Free 1-877-601-2828 E-mail: pdc@pdc.wa.gov Website:

More information

Responsibilities of Custodians and Health Information Act Administration Checklist

Responsibilities of Custodians and Health Information Act Administration Checklist Responsibilities of Custodians and Administration Checklist APPENDIX 3 Responsibilities of Custodians in Administering the Each custodian under the Act must establish internal processes and procedures

More information

FDU - Records Retention policy Final.docx

FDU - Records Retention policy Final.docx Records and Information Management Program Policy and Procedure Responsible Office Office of the General Counsel Effective Date 04/01/2012 Responsible Official General Counsel Last Revision I. Rationale

More information

ACCESS, PRODUCTION AND RETENTION OF CITY RECORDS

ACCESS, PRODUCTION AND RETENTION OF CITY RECORDS 1.05-3 1 of 6 I. PURPOSE This directive prescribes the rules regarding access, production, and retention of City records. II. POLICY A. All records and other matters in City offices are presumed to be

More information

5 FAM 440 ELECTRONIC RECORDS, FACSIMILE RECORDS, AND ELECTRONIC MAIL RECORDS

5 FAM 440 ELECTRONIC RECORDS, FACSIMILE RECORDS, AND ELECTRONIC MAIL RECORDS 5 FAM 440 ELECTRONIC RECORDS, FACSIMILE RECORDS, AND ELECTRONIC MAIL RECORDS (CT:IM-158; 12-29-2014) (Office of Origin: A/GIS/IPS) NOTE: In October, 2014, the Department issued an interim directive superseding

More information

Electronic Records Management Guidelines

Electronic Records Management Guidelines Electronic Records Management Guidelines I. Objectives The employees of the Fort Bend Independent School District (the District ) routinely create, use, and manage information electronically in their daily

More information

Dysart Unified School District RECORDS MANAGEMENT

Dysart Unified School District RECORDS MANAGEMENT Dysart Unified School District RECORDS MANAGEMENT Records Management in Arizona is Governed by Arizona Revised Statutes Arizona Revised Statutes that govern Records Management are: ARS 41-151 151.23 The

More information

International Council on Archives

International Council on Archives International Council on Archives Section of Records Management and Archival Professional Associations ESTABLISHING A RECORDS MANAGEMENT PROGRAM: GUIDELINES FOR PROFESSIONAL ASSOCIATIONS 2009 1 Introduction

More information

CORK INSTITUTE OF TECHNOLOGY

CORK INSTITUTE OF TECHNOLOGY CORK INSTITUTE OF TECHNOLOGY RECORDS MANAGEMENT POLICY APPROVED BY GOVERNING BODY ON 2 APRIL 2009 INTRODUCTION What are Records? Records are documents created, used and maintained for business reasons.

More information

Massachusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm

Massachusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm Massa achusetts Statewide Records Retention Schedule 02-11 August 2014 Supplement www.sec.state.ma.us/arc/arcrmu/rmuidx.htm Summary of Contents About This Supplement... 7 Revisions to the Current Edition...

More information

DOCUMENT RETENTION AND ARCHIVAL POLICY:

DOCUMENT RETENTION AND ARCHIVAL POLICY: DOCUMENT RETENTION AND ARCHIVAL POLICY: The purpose of this document to present a policy for Palred Technologies Limited and its subsidiaries regarding preservation of its documents in accordance with

More information

Interagency Science Working Group. National Archives and Records Administration

Interagency Science Working Group. National Archives and Records Administration Interagency Science Working Group 1 National Archives and Records Administration Establishing Trustworthy Digital Repositories: A Discussion Guide Based on the ISO Open Archival Information System (OAIS)

More information

SUTLEJ TEXTILES AND INDUSTRIES LIMITED DOCUMENT PRESERVATION AND RETENTION POLICY

SUTLEJ TEXTILES AND INDUSTRIES LIMITED DOCUMENT PRESERVATION AND RETENTION POLICY SUTLEJ TEXTILES AND INDUSTRIES LIMITED DOCUMENT PRESERVATION AND RETENTION POLICY Date: December 1, 2015 Page 1 of 8 Table of Contents 1. Concept 03 1.1 Background 1.2Title&Scope 1.3 Objective of the Policy

More information

CORPORATE RECORDS MANAGEMENT POLICY

CORPORATE RECORDS MANAGEMENT POLICY 1.1 Introduction Derbyshire County Council is dependent on its records to operate efficiently and to account for its actions. This policy defines a structure for Derbyshire County Council to ensure that

More information

Cloud Service Contracts: An Issue of Trust

Cloud Service Contracts: An Issue of Trust Cloud Service Contracts: An Issue of Trust Marie Demoulin Assistant Professor Université de Montréal École de Bibliothéconomie et des Sciences de l Information (EBSI) itrust 2d International Symposium,

More information

LORD CHANCELLOR S CODE OF PRACTICE ON THE MANAGEMENT OF RECORDS UNDER

LORD CHANCELLOR S CODE OF PRACTICE ON THE MANAGEMENT OF RECORDS UNDER LORD CHANCELLOR S CODE OF PRACTICE ON THE MANAGEMENT OF RECORDS UNDER SECTION 46 OF THE FREEDOM OF INFORMATION ACT 2000 NOVEMBER 2002 Presented to Parliament by the Lord Chancellor Pursuant to section

More information

DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES ELECTRONIC MAIL

DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES ELECTRONIC MAIL COMMUNICATIONS AND RECORDS DELAWARE PUBLIC ARCHIVES POLICY STATEMENT AND GUIDELINES ELECTRONIC MAIL Electronic mail systems, commonly called email, are becoming the communications method of choice for

More information

University of Louisiana System

University of Louisiana System Policy Number: M-17 University of Louisiana System Title: RECORDS RETENTION & Effective Date: OCTOBER 10, 2012 Cancellation: None Chapter: Miscellaneous Policy and Procedures Memorandum Each institution

More information

Life Cycle of Records

Life Cycle of Records Discard Create Inactive Life Cycle of Records Current Retain Use Semi-current Records Management Policy April 2014 Document title Records Management Policy April 2014 Document author and department Responsible

More information

RECORDS AND INFORMATION MANAGEMENT AND RETENTION

RECORDS AND INFORMATION MANAGEMENT AND RETENTION RECORDS AND INFORMATION MANAGEMENT AND RETENTION Policy The Health Science Center recognizes the need for orderly management and retrieval of all official records and a documented records retention and

More information

Dartmouth College Records Management and Archives Access Policy

Dartmouth College Records Management and Archives Access Policy Dartmouth College Records Management and Archives Access Policy Overview The following Records Management and Archives access policy is designed to help guide College personnel as they make decisions regarding

More information

Dealing With Electronic Records. Leslie Koziara Turner, CRM Electronic Records Management Consultant leslie.koziara@sos.wa.

Dealing With Electronic Records. Leslie Koziara Turner, CRM Electronic Records Management Consultant leslie.koziara@sos.wa. Dealing With Electronic Records Leslie Koziara Turner, CRM Electronic Records Management Consultant leslie.koziara@sos.wa.gov (360) 586-4893 Overview of Today s Session Paper vs Born-Digital Records Organizing

More information

PINAL COUNTY POLICY AND PROCEDURE 2.50 ELECTRONIC MAIL AND SCHEDULING SYSTEM

PINAL COUNTY POLICY AND PROCEDURE 2.50 ELECTRONIC MAIL AND SCHEDULING SYSTEM PINAL COUNTY POLICY AND PROCEDURE 2.50 Subject: ELECTRONIC MAIL AND SCHEDULING SYSTEM Date: November 18, 2009 Pages: 1 of 5 Replaces Policy Dated: April 10, 2007 PURPOSE: The purpose of this policy is

More information

EMCAP Pilot User Guide For Microsoft Outlook 2003

EMCAP Pilot User Guide For Microsoft Outlook 2003 EMCAP Pilot User Guide For Microsoft Outlook 2003 1 P age Kentucky Department for Libraries and Archives Public Records Division E mail Collection and Preservation Tool Grant May 2008 Part 1: Set up Contents

More information

Information and Compliance Management Information Management Policy

Information and Compliance Management Information Management Policy Aurora Energy Group Information Management Policy Information and Compliance Management Information Management Policy Version History REV NO. DATE REVISION DESCRIPTION APPROVAL 1 11/03/2011 Revision and

More information

HIPAA Compliance (DSHS and HCA) Preamble: This section of the Contract is the Business Associate Agreement as

HIPAA Compliance (DSHS and HCA) Preamble: This section of the Contract is the Business Associate Agreement as HIPAA Compliance (DSHS and HCA) Preamble: This section of the Contract is the Business Associate Agreement as required by HIPAA. 1. Definitions. a. Business Associate, as used in this Contract, means the

More information

COUNTY OF RIVERSIDE, CALIFORNIA BOARD OF SUPERVISORS POLICY. ELECTRONIC MEDIA AND USE POLICY A-50 1 of 9

COUNTY OF RIVERSIDE, CALIFORNIA BOARD OF SUPERVISORS POLICY. ELECTRONIC MEDIA AND USE POLICY A-50 1 of 9 ELECTRONIC MEDIA AND USE POLICY A-50 1 of 9 Purpose: The purpose of this policy is to establish guidelines for proper use of all forms of electronic media. As used in this policy, electronic media includes,

More information

Why organizations need to archive email? The underlying reasons why corporate email archiving is important

Why organizations need to archive email? The underlying reasons why corporate email archiving is important Why organizations need to archive email? The underlying reasons why corporate email archiving is important Over the past few years, email has become an integral part of the business workflow. This document

More information

American Skin Association

American Skin Association American Skin Association Document Retention Policy ARTICLE I STATEMENT OF POLICY 1. Purpose. This document retention policy is intended to ensure that all documents regarding the operations of American

More information

School District Email Retention

School District Email Retention This document sets forth possible policy options for addressing the complexities raised by the retention of emails and other electronic communications. Below are possible additions to your existing District

More information

State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN. January 2010 December 2012 DECEMBER 31, 2009

State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN. January 2010 December 2012 DECEMBER 31, 2009 State of Florida ELECTRONIC RECORDKEEPING STRATEGIC PLAN January 2010 December 2012 DECEMBER 31, 2009 Florida Department of State State Library and Archives of Florida 850.245.6750 http://dlis.dos.state.fl.us/recordsmanagers

More information

FREEDOM OF INFORMATION (SCOTLAND) ACT 2002 CODE OF PRACTICE ON RECORDS MANAGEMENT

FREEDOM OF INFORMATION (SCOTLAND) ACT 2002 CODE OF PRACTICE ON RECORDS MANAGEMENT FREEDOM OF INFORMATION (SCOTLAND) ACT 2002 CODE OF PRACTICE ON RECORDS MANAGEMENT November 2003 Laid before the Scottish Parliament on 10th November 2003 pursuant to section 61(6) of the Freedom of Information

More information

EMAIL MANAGEMENT GUIDELINES

EMAIL MANAGEMENT GUIDELINES EMAIL MANAGEMENT GUIDELINES FOR COUNTIES AND MUNICIPALITIES 1. Purpose The purpose of these guidelines is to ensure that the electronic mail records of county and municipal government officials and employees

More information

POLICY AND GUIDELINES FOR THE MANAGEMENT OF ELECTRONIC RECORDS INCLUDING ELECTRONIC MAIL (E-MAIL) SYSTEMS

POLICY AND GUIDELINES FOR THE MANAGEMENT OF ELECTRONIC RECORDS INCLUDING ELECTRONIC MAIL (E-MAIL) SYSTEMS POLICY AND GUIDELINES FOR THE MANAGEMENT OF ELECTRONIC RECORDS INCLUDING ELECTRONIC MAIL (E-MAIL) SYSTEMS 1. Purpose Establish and clarify a records management policy for municipal officers with respect

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY Draft Final R Version: 1 Identifier: CCS 3.2.3 Policy Section: Records Management Date Adopted: 17 July 2015 Review Date: July 2018 Author: Jenny Kennedy Review Officer: Deputy

More information

REPORTING REQUIREMENTS

REPORTING REQUIREMENTS REPORTING REQUIREMENTS REPORTING REQUIREMENTS Consistent with state law, you must report known or suspected abuse, neglect, and/or exploitation of children and certain adults. Different rules apply to

More information

CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006)

CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006) CHAPTER 9 RECORDS MANAGEMENT (Revised April 18, 2006) WHAT IS THE PURPOSE OF RECORDS MANAGEMENT? 1. To implement a cost-effective Department-wide program that provides for adequate and proper documentation

More information

File Management : Guidelines & Policies

File Management : Guidelines & Policies File Management : Guidelines & Policies Which files are considered records? Files created or received pursuant to the transaction of University business or in the fulfillment of its educational, administrative,

More information

Records Management Plan

Records Management Plan Records Management Plan Harris County, Texas Prepared By: Harris County CTS Reviewed and Approved by: The County Attorney s Office The District Attorney s Office The County Auditor s Office October 13,

More information

This schedule applies to: Pollution Liability Insurance Agency

This schedule applies to: Pollution Liability Insurance Agency This schedule applies to: Pollution Liability Insurance Agency Scope of records retention schedule This records retention schedule authorizes the destruction/transfer of the public records of the Pollution

More information

Scope and Explanation

Scope and Explanation The Moray Council Retention & Disposal Schedule for documents and records [paper and electronic] Scope and Explanation 1 Document Control Sheet Name of Document: The Moray Council Records Retention Schedule

More information

CITY OF ELK GROVE CITY COUNCIL STAFF REPORT

CITY OF ELK GROVE CITY COUNCIL STAFF REPORT CITY OF ELK GROVE CITY COUNCIL STAFF REPORT AGENDA ITEM NO. 8.4 AGENDA TITLE: Adopt resolution establishing policy for the retention of electronic mail records and call recordings maintained by IT Services

More information

BEST PRACTICES FOR MANAGEMENT OF LOTUS NOTES EMAIL RECORDS September 4, 2003

BEST PRACTICES FOR MANAGEMENT OF LOTUS NOTES EMAIL RECORDS September 4, 2003 BEST PRACTICES FOR MANAGEMENT OF LOTUS NOTES EMAIL RECORDS September 4, 2003 All information in a Lotus Notes email system workspace is a record. Following are best practices for managing those records:

More information

State of Michigan Records Management Services. Guide to E mail Storage Options

State of Michigan Records Management Services. Guide to E mail Storage Options State of Michigan Records Management Services Guide to E mail Storage Options E mail is a fast, efficient and cost effective means for communicating and sharing information. However, e mail software is

More information

State of New Jersey Circular Letter 03-10-ST: Managing Electronic Mail: Guidelines and Best Practices

State of New Jersey Circular Letter 03-10-ST: Managing Electronic Mail: Guidelines and Best Practices CIRCULAR LETTER NO: 03-10-ST ORIGINATING AGENCY: DIVISION OF ARCHIVES AND RECORDS MANAGEMENT, DEPARTMENT OF STATE EFF DATE: 7/11/02 EXP DATE: INDEFINITE SUPERSEDES: NONE SUBJECT: MANAGING ELECTRONIC MAIL:

More information

G.B.C. Records Management Policy Framework p. 1 of 6 [ Approved 11 Nov ]

G.B.C. Records Management Policy Framework p. 1 of 6 [ Approved 11 Nov ] G.B.C. Records Management Policy Framework p. 1 of 6 [ Approved 11 Nov. 2008 ] Preamble This policy institutes a records management program framework, as the basis for G.B.C. to: Establish criteria for

More information

2.82.010 Government records findings--recognition of public policy.

2.82.010 Government records findings--recognition of public policy. Chapter 2.82 RECORDS MANAGEMENT 2.82.010 Government records findings--recognition of public policy. The council of Salt Lake County finds the following: A. It is in the best interests of Salt Lake County

More information

STATE OF WYOMING Electronic Mail Policy

STATE OF WYOMING Electronic Mail Policy Introduction: STATE OF WYOMING Electronic Mail Policy Pursuant to Executive Order 1999-4 dated the 23rd of December, 1999 Electronic mail (e-mail) enables the user to send and receive messages, make appointments,

More information

SECURITY and MANAGEMENT CONTROL OUTSOURCING STANDARD For NON-CHANNELERS

SECURITY and MANAGEMENT CONTROL OUTSOURCING STANDARD For NON-CHANNELERS SHP-570A 1/14 SECURITY and MANAGEMENT CONTROL OUTSOURCING STANDARD For NON-CHANNELERS The goal of this document is to provide adequate security and integrity for criminal history record information (CHRI)

More information

Polices and Procedures

Polices and Procedures The University of British Columbia Land and Building Services Polices and Procedures Prepared by: Robson Agnew Approved by: Geoff Atkins Records and Information Management I-A-29 Issue Date: Aug. 20, 2007

More information

These guidelines apply to state and local government agencies in the State of New Jersey.

These guidelines apply to state and local government agencies in the State of New Jersey. 1 of 10 1/24/2006 8:49 AM Search Department of State MANAGING ELECTRONIC MAIL: GUIDELINES AND BEST PRACTICES CIRCULAR LETTER NO: 03-10-ST ORIGINATING AGENCY: DIVISION OF ARCHIVES AND RECORDS MANAGEMENT,

More information

Two core concepts. Why do we have an Open Meeting Law?

Two core concepts. Why do we have an Open Meeting Law? Two core concepts OPEN MEETING LAW 101 Arizona s Open Meeting Law in a Nutshell Information compiled by: Liz Hill, Assistant Ombudsman Public Access Last revised August 2010 All meetings of any public

More information

PLEASE NOTE. For more information concerning the history of this Act, please see the Table of Public Acts.

PLEASE NOTE. For more information concerning the history of this Act, please see the Table of Public Acts. PLEASE NOTE This document, prepared by the Legislative Counsel Office, is an office consolidation of this Act, current to December 2, 2015. It is intended for information and reference purposes only. This

More information

Chapter 2.82 - RECORDS MANAGEMENT Sections:

Chapter 2.82 - RECORDS MANAGEMENT Sections: Chapter 82 - RECORDS MANAGEMENT Sections: 8010 - Government records findings Recognition of public policy. The council of Salt Lake County finds the following: A. It is in the best interests of Salt Lake

More information

INFORMATION SECURITY GUIDELINES

INFORMATION SECURITY GUIDELINES INFORMATION SECURITY GUIDELINES TABLE OF CONTENTS: Scope of Document 1 Data Definition Guidelines (Appendix 1).2 Data Protection Guidelines (Appendix 2).3 Protection of Electronic or Machine- Readable

More information

Institute for Advanced Study Shelby White and Leon Levy Archives Center

Institute for Advanced Study Shelby White and Leon Levy Archives Center Institute for Advanced Study Shelby White and Leon Levy Archives Center Managing Electronic Records - Recommendations for Institute Staff File Management: Guidelines & Policies Which files are considered

More information

EMCAP Pilot User Guide For Novell GroupWise

EMCAP Pilot User Guide For Novell GroupWise EMCAP Pilot User Guide For Novell GroupWise North Carolina Department of Cultural Resources Government Records Branch E mail Collection and Preservation Tool Grant July 2008 Part 1: Set up Contents Introduction...

More information

STATE RECORDS ADMINISTRATOR

STATE RECORDS ADMINISTRATOR STATE OF NEBRASKA STATE RECORDS ADMINISTRATOR WEB PAGE GUIDELINES MARCH 2003 Following is a voluntary guideline issued by the State Records Administrator (Secretary of State) for use by state and local

More information

Electronic Data What Does it Include, its Retention and Disclosure

Electronic Data What Does it Include, its Retention and Disclosure Electronic Data What Does it Include, its Retention and Disclosure Electronic Data What Does it Include, its Retention and Disclosure MML Legal Track Wednesday, September 19, 2007 Karrie Zeits, City Attorney,

More information

Records Management Policy

Records Management Policy Records Management Policy Minute Book Number MB Classification Administration Governance Date Approved 17 August 2015 Review Frequency Every Two Years Last Reviewed 16 November 2015 Next Review Date August

More information

PARLIAMENTARY AND HEALTH SERVICE OMBUDSMAN. Records Management Policy. Version 4.0. Page 1 of 11 Policy PHSO Records Management Policy v4.

PARLIAMENTARY AND HEALTH SERVICE OMBUDSMAN. Records Management Policy. Version 4.0. Page 1 of 11 Policy PHSO Records Management Policy v4. PARLIAMENTARY AND HEALTH SERVICE OMBUDSMAN Records Management Policy Version 4.0 Page 1 of 11 Document Control Title: Original Author(s): Owner: Reviewed by: Quality Assured by: File Location: Approval

More information

Sub. H.B. 9 * 126th General Assembly (As Reported by H. Civil and Commercial Law)

Sub. H.B. 9 * 126th General Assembly (As Reported by H. Civil and Commercial Law) Aida S. Montano Bill Analysis Legislative Service Commission Sub. H.B. 9 * 126th General Assembly (As Reported by H. Civil and Commercial Law) Reps. Oelslager, Flowers, Buehrer, White, Trakas BILL SUMMARY

More information

Introduction Thanks Survey of attendees Questions at the end

Introduction Thanks Survey of attendees Questions at the end Introduction Thanks Survey of attendees Questions at the end 1 Electronic records come in a variety of shapes and sizes and are stored in a multitude of ways. Just what are you managing? Video Cloud computing

More information

This schedule applies to: Consolidated Technology Services

This schedule applies to: Consolidated Technology Services This schedule applies to: Consolidated Technology Services Scope of records retention schedule This records retention schedule authorizes the destruction/transfer of the public records of the Consolidated

More information

Privacy Impact Assessment

Privacy Impact Assessment MAY 24, 2012 Privacy Impact Assessment matters management system Contact Point: Claire Stapleton Chief Privacy Officer 1700 G Street, NW Washington, DC 20552 202-435-7220 claire.stapleton@cfpb.gov DOCUMENT

More information

Guidelines. Managing E-mail Records. Office of the Secretary of State. Approved and Recommended by the State Records Commission February 22, 2001

Guidelines. Managing E-mail Records. Office of the Secretary of State. Approved and Recommended by the State Records Commission February 22, 2001 Guidelines Managing E-mail Records Approved and Recommended by the State Records Commission February 22, 2001 Office of the Secretary of State Introduction Most everyone would agree that e-mail has changed

More information

LEGISLATIVE DEPARTMENT POLICY

LEGISLATIVE DEPARTMENT POLICY LEGISLATIVE DEPARTMENT POLICY Effective Date: Replaces: Refers also to: Public Records Act RCW 42.56; Public Documents, Records and Publications RCW 40.14; Open Public Meetings Act RCW 42.30; SMC 3.42.020,

More information

Records Management Policy.doc

Records Management Policy.doc INDEX Pages 1. DESCRIPTORS... 1 2. KEY ROLE PLAYERS... 1 3. CORE FUNCTIONS OF THE RECORDS MANAGER... 1 4. CORE FUNCTIONS OF THE HEAD OF REGISTRIES... 1 5. PURPOSE... 2 6. OBJECTIVES... 2 7. POLICY... 2

More information

This is not your grandfather s litigation. BUT. ediscovery Services are not legal services.

This is not your grandfather s litigation. BUT. ediscovery Services are not legal services. This is not your grandfather s litigation. BUT ediscovery Services are not legal services. TYPES OF ETHICAL ISSUES THAT MIGHT ARISE IN THE CONTEXT OF ediscovery: Document collection Privacy issues Inadvertent

More information

1 Policy Statement. 2 Rationale

1 Policy Statement. 2 Rationale POLICY TITLE: ELECTRONIC DOCUMENT MANAGEMENT YEAR OF PUBLICATION: 2008 IDENTIFIER: LEGISLATION: ACSI 33 Australian Government Information &Communication Crimes (Offences Against the Government) Act 1989

More information

Electronic Document Management Systems

Electronic Document Management Systems Summary An electronic document management system (EDMS) is an off-the-shelf software program that serves as an access portal to other applications. The primary function of an EDMS is to manage electronic

More information